Senior Management Support Associate

Deadline for Applications

July 28, 2026

Hardship Level

A (least hardship)

Family Type

Family

Residential location (if applicable)

Grade

GS7

Staff Member / Affiliate Type

General Service

Reason

Regular > Regular Assignment

Target Start Date

2026-04-01

Standard Job Description

Senior Management Support Associate

Organizational Setting and Work Relationships

The Senior Management Support Associate plays a key coordination role in delivering administrative and operational support across multiple functional areas, including human resources, finance, supply, and office management. Operating with a high degree of independence, the incumbent ensures the effective implementation of management support processes and contributes to the continuous improvement of workflows and internal controls. The role requires oversight of routine service delivery, coordination with functional specialists, and the provision of quality assurance and guidance to more junior staff. The incumbent may act as a focal point for certain operational functions and is expected to proactively identify issues, propose solutions, and support decision-making by management in alignment with organizational policies and standards.

All UNHCR staff members are accountable to perform their duties as reflected in their job description. They do so within their delegated authorities, in line with the regulatory framework of UNHCR which includes the UN Charter, UN Staff Regulations and Rules, UNHCR Policies and Administrative Instructions as well as relevant accountability frameworks. In addition, staff members are required to discharge their responsibilities in a manner consistent with the core, functional, cross-functional and managerial competencies and UNHCR’s core values of professionalism, integrity and respect for diversity.

Duties

Human Resources Support

• Coordinate and oversee end-to-end recruitment logistics, including drafting vacancy announcements, initial screening, scheduling interviews, and ensuring timely onboarding and induction processes.
• Monitor and proactively manage staffing data, contract expirations, leave plans, and workforce planning dashboards, flagging issues and advising supervisors on appropriate HR actions.
• Serve as a focal point for interpreting and applying HR policies, entitlements, and procedures, referring complex cases to HR focal points as needed.
• Track performance management compliance and support the implementation of learning and development plans by coordinating training logistics and maintaining records.
• Draft and review correspondence and documentation related to human resources actions, ensuring alignment with policy and internal controls.

Financial Support

• Monitor and analyze budgets and expenditure trends; prepare detailed financial tracking reports, identify variances, and provide recommendations for corrective action.
• Prepare and verify a range of financial transactions including payment requests, travel claims, and vendor payments, ensuring compliance with applicable financial regulations and rules.
• Support the financial closure process by consolidating inputs, resolving outstanding items, and preparing analytical summaries for management review.
• Coordinate with Finance and Programme units to reconcile financial records and provide input on budget planning and revisions.

Procurement and Supply Chain Support

• Lead the initiation and tracking of procurement processes, ensuring accuracy and completeness of supporting documentation, and compliance with procurement procedures.
• Coordinate vendor communications, draft routine contracts or agreements, and maintain vendor databases and contract records.
• Analyze procurement metrics and provide inputs on improving lead times and efficiency; escalate procurement risks or delays as appropriate.
• Oversee inventory and asset management activities, ensuring timely updates to records, physical verification, and reporting discrepancies to supervisors.

Risk Management

• Support the identification and management of risks and seek to seize opportunities impacting objectives in the area of responsibility. Ensure decision making in risk based in the functional area of work. Raise risks, issues and concerns to a supervisor or to relevant functional colleague(s).

• Perform other related duties as required.

Minimum Qualifications

Years of Experience / Degree Level

For G7 - 4 years relevant experience with High School Diploma; or 2 years relevant work experience with Bachelor or equivalent or higher

Field(s) of Education

Not applicable.

Certificates and/or Licenses

Not specified.

(Certificates and Licenses marked with an asterisk* are essential)

Relevant Job Experience

Essential

Progressively responsible experience in administrative and management support functions, with demonstrated depth in areas such as human resources, finance, procurement, or general operations. Proven experience in applying and interpreting organizational policies and administrative procedures to ensure effective service delivery and compliance. Experience coordinating multiple support functions in complex or high-volume environments, including liaison with functional experts and external stakeholders. Demonstrated ability to identify issues, contribute to problem-solving, and recommend process improvements. Supervisory experience is required, including oversight of workflows, quality assurance, and the provision of guidance or training to junior staff.

Desirable

Experience working with the UN, NGOs, or other international organizations. Familiarity with enterprise resource planning (ERP) systems. Experience in supporting operational risk management or compliance initiatives.

Functional Skills

AD-Contracts and invoice management

AD-Facility Management

AD-Monitor administrative and staff budget

AD-Office supplies management

BU-Budget and Financial Management

FI-General Financial Management

HR-Operational Workforce Planning

MG-Project Management

SC-Public procurement

MG-People Management

(Functional Skills marked with an asterisk* are essential)

Language Requirements

For International Professional and Field Service jobs: Knowledge of English and UN working language of the duty station if not English.

For National Professional jobs: Knowledge of English and UN working language of the duty station if not English and local language.

For General Service jobs: Knowledge of English and/or UN working language of the duty station if not English.

Competency Requirements

All jobs at UNHCR require six core competencies and may also require managerial competencies and/or cross-functional competencies. The six core competencies are listed below.

Core Competencies

Accountability

Communication

Organizational Awareness

Teamwork & Collaboration

Commitment to Continuous Learning

Client & Result Orientation

Managerial Competencies

Empowering & Building Trust

Managing Performance

Managing Resource

Cross-Functional Competencies

Analytical Thinking

Planning & Organizing

Stakeholder Management

All UNHCR workforce members must individually and collectively, contribute towards a working environment where each person feels safe, and empowered to perform their duties. This includes by demonstrating no tolerance for sexual exploitation and abuse, harassment including sexual harassment, sexism, gender inequality, discrimination, and abuse of power.

As individuals and as managers, all must be proactive in preventing and responding to inappropriate conduct, support ongoing dialogue on these matters and speaking up and seeking guidance and support from relevant UNHCR resources when these issues arise.

This is a Standard Job Description for all UNHCR jobs with this job title and grade level. The Operational Context may contain additional essential and/or desirable qualifications relating to the specific operation and/or position. Any such requirements are incorporated by reference in this Job Description and will be considered for the screening, shortlisting and selection of candidates.

Desired Candidate Profile

Given the complexity of the operating environment and the evolving institutional landscape following UNHCR’s restructuring, the incumbent is required to possess substantial and demonstrable experience in administration, finance, programme support, procurement, asset management and supply chain management. The role requires the ability to ensure operational continuity, compliance with UNHCR’s regulatory framework and efficient service delivery in a resource-constrained context.

The candidate should have strong practical experience in budget monitoring, financial analysis, procurement planning and execution, contract management, vendor performance monitoring, logistics coordination, asset tracking and infrastructure-related support. The ability to interpret and apply UNHCR’s financial and administrative rules and procedures accurately and consistently is essential.

The position requires frequent and professional interaction with external entities, including suppliers, implementing and operational partners, service providers, financial institutions and relevant authorities. The incumbent should therefore demonstrate strong coordination, negotiation and communication skills, ensuring that external engagements are conducted transparently, efficiently and in line with organizational standards and timelines.

The candidate should be able to manage competing priorities, maintain high attention to detail, and ensure timely follow-up on operational matters, including payments, procurement actions, contract renewals, and delivery schedules. Strong planning and organizational skills are critical to maintaining workflow efficiency and avoiding operational bottlenecks.

Proven experience in the use of UNHCR’s Business Transformation Programme (BTP) applications will be a significant asset, including familiarity with Cloud ERP (finance and procurement modules), COMPASS (programme and partnership management), Workday (administrative and financial processes), and Aconex/PROMS (project and infrastructure management). The ability to navigate integrated digital systems and generate accurate reports for management decision-making will be particularly valuable.

Overall, the role requires a highly organized, service-oriented professional who can provide reliable and structured operational support, contribute to efficiency gains and uphold strong compliance standards in a demanding and evolving operational context.

Additional Information:

The position requires fluency in English and Malay languages.

Only short-listed candidates will be notified. The recruitment process might include a written test and/or oral interview for this job opening. No late applications will be accepted.

UNHCR does not charge a fee at any stage of the recruitment process (application, interview meeting, processing, training or any other fees).

Required languages (expected Overall ability is at least B2 level):

,

,

Desired languages

,

,

Operational context

Occupational Safety and Health Considerations:

To view occupational safety and health considerations for this duty station, please visit: https://wwwnc.cdc.gov/travel.

Nature of Position:

Living and Working Conditions:

Additional Qualifications

Skills

AD-Contracts and invoice management, AD-Facility Management, AD-Monitor administrative and staff budget, AD-Office supplies management, BU-Budget and Financial Management, FI-General Financial Management, HR-Operational Workforce Planning, MG-People Management, MG-Project Management, SC-Public procurement

Education

Certifications

Work Experience

Competencies

Accountability, Analytical thinking, Communication, Managing performance, Managing resource, Organizational awareness, Planning & organizing, Stakeholder management, Teamwork & collaboration

UNHCR Salary Calculator

https://icsc.un.org/Home/SalaryScales

Compendium

Additional Information

Functional clearance

This position doesn't require a functional clearance